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Advanced Group By in Power Query

Group By is a powerful feature in Power Query that allows you to aggregate and summarize data based on specific criteria. Whether you’re working with Excel or Power BI, understanding Group By is essential for efficient data transformation.

Why Use Group By ?

  • Group By helps you create summary tables, calculate totals, averages, and other aggregates.
  • It is useful for removing duplicates, handling missing values, and transforming data.
  • You can define custom aggregation functions beyond the standard ones.

How to Use Group By ?

  1. Launch Power Query Editor:
    • If you are using excel, Launch Excel and open the workbook containing your data. Go to the Data tab on the Excel Ribbon >> Click on Get Data >> From Other Sources >> From Table/Range (or any other data source). This opens the Power Query Editor.
    • However, if you are using Power BI, Launch Power BI Desktop. You will have to load your data in power query, by clicking on Home >> Get Data >> Choose your data source (e.g., Excel, SQL Server, etc.). To access power query go to Home >> from queries, select transform data.
  1. Basic Group By:
    • Select the column you want to Group By.
    • Then click on the “Group By” button in the Home or Transform tab.
    • Rename the new column, choose the operation, and select the column in which the operation will be calculated based on.
  2. Advanced Group By:
    • Click on the “Advanced” option in the Group By settings.
    • Add multiple grouping columns by clicking on add grouping.
    • Add multiple aggregation functions (e.g., sum, average, count) for other columns by clicking on Add Aggregation.

Features of Advanced Group By (with Examples)

Example 1: Sales Analysis

Suppose we have a sales dataset with columns: Order_ID, ProductRegionSales Amount. We want to find the total sales amount per product and region.

Group By:

    • Group by Product and Region.
    • Aggregate Sales Amount using the sum function.
    • The result will be a summarized table showing total sales by product and region.
Add the product and region column to the grouping, rename the column, choose the operator, and the column to perform the calculation.
Final result.

Example 2: Customer Segmentation

Imagine a customer dataset with columns: Customer IDAge GroupPurchase Amount. We want to segment customers into age groups and calculate average purchase amounts.

Group By:

    • Group By Age (e.g., 18-25, 26-35, 36-50, 50+).
    • Calculate the Average Purchase Amount.
    • Result: Insights into spending patterns across different age groups.
Add the age group column to the grouping, rename the column, choose the operator, and the column to perform the calculation.
Final result.


In conclusion, the Group By feature improves data transformation efficiency. Refer to official Microsoft documentation for detailed syntax and examples here.

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